The compliance calendar — every recurring filing
MCS-150 biennial update, UCR renewal, IFTA quarters, drug testing randoms, annual DOT inspection. The dates that revoke your authority if you miss them.
Why this lesson exists
New carriers spend all their energy on the launch filings and completely forget the ongoing filings. Then they get a "your authority is under revocation" letter in month 8 for a missed MCS-150 update, and they're grounded for a week fixing it.
Set every one of these as a recurring calendar reminder the day your MC activates.
The recurring calendar
| Filing | Frequency | Deadline trigger | Cost |
|---|---|---|---|
| MCS-150 update | Every 2 years | Last digit of USDOT # → assigned month | Free |
| UCR renewal | Annually | Oct 1 – Dec 31 for next year | $46+ |
| IFTA quarterly return | 4× per year | Last day of month after quarter | Depends on miles |
| IRP renewal | Annually | Your state's assigned month | $800–$1,800 |
| Annual DOT inspection | Every 12 months | Last inspection anniversary | $50–$150 |
| Insurance renewal | Annually | Policy anniversary | Varies |
| LLC annual report | Annually (most states) | State-assigned month | $50–$500 |
| Drug consortium random selection | Ongoing | When the consortium selects you | $50/test |
| Federal HVUT (Form 2290) | Annually | Aug 31 (if truck ≥ 55,000 lb) | $100–$550 |
| Business tax return | Annually | Mar 15 (S-Corp) / Apr 15 (LLC) | Varies |
MCS-150 — the one everyone forgets
Every carrier must update Form MCS-150 (Motor Carrier Identification Report) every 24 months. The month is determined by the last digit of your USDOT number:
| Last digit | Month due |
|---|---|
| 1 | January |
| 2 | February |
| 3 | March |
| 4 | April |
| 5 | May |
| 6 | June |
| 7 | July |
| 8 | August |
| 9 | September |
| 0 | October |
Miss it and FMCSA deactivates your USDOT. No trucks may roll. You have to refile MCS-150, sometimes with a $1,000 civil penalty attached.
Set the reminder in your phone the day your MC activates. Rename the calendar event "MCS-150 DUE — do not delete."
IFTA quarters — the fuel tax that catches everyone
IFTA (International Fuel Tax Agreement) reports fuel tax owed across all the states you drove in during the quarter.
| Quarter | Miles/fuel period | Due date |
|---|---|---|
| Q1 | Jan – Mar | Apr 30 |
| Q2 | Apr – Jun | Jul 31 |
| Q3 | Jul – Sep | Oct 31 |
| Q4 | Oct – Dec | Jan 31 |
Even if you didn't roll a mile in the quarter, you must file a zero return. Miss two quarters and your IFTA license is revoked; some states pull your IRP plate too.
Annual DOT inspection
Every commercial vehicle needs a DOT Annual Inspection at least once every 12 months, performed by a qualified inspector (many truck-repair shops do them). Sticker goes on the driver-side door frame. Roadside inspection without a valid sticker = out of service.
- Cost: $50–$150 per truck.
- Duration: 30–90 minutes.
- What they check: brakes, steering, suspension, lights, tires, exhaust, coupling, cargo securement.
Book it 2 weeks before the anniversary date. Shops are often booked out.
Random drug tests (if you're in a consortium)
If you're in a DOT consortium (required for CDL vehicles, optional but recommended for non-CDL):
- 50% random drug testing rate annually (industry-wide FMCSA rate for 2026).
- 10% random alcohol testing rate.
- The consortium notifies you when you're selected. You have a defined window (usually 24–72 hrs) to complete the test at an approved clinic.
Miss the window = same as a refusal = same as a failed test. Do not delay.
LLC annual report (state-level)
Most states require an annual (or biennial) report with a small filing fee ($20–$500). Miss it and the state administratively dissolves your LLC — your liability shield disappears until you reinstate and pay penalties.
Set a calendar reminder for your state's specific deadline.
Form 2290 (HVUT) — only if your truck is heavier
If your truck's taxable gross weight is 55,000 lb or more, you file Form 2290 (Heavy Vehicle Use Tax) annually by August 31, with tax due of $100–$550 depending on weight.
A 26' box truck at 26,000 lb GVWR is NOT subject to 2290. But a Freightliner M2 at 33,000 lb GVWR IS. Check your registration.
The two apps I use to never miss anything
- 1Google Calendar with recurring events — dumbest thing, works flawlessly. Every compliance date is a recurring event 14 days ahead and 3 days ahead.
- 2DAT Compliance Pro or KeepTruckin Compliance Hub — paid ($20–$40/mo), tracks everything automatically and sends push notifications. Worth it if you scale to 3+ trucks.
Next module: The truck — buy vs lease, spec sheet, and the pre-purchase inspection you cannot skip.